- Before you start
- Accessing an employee's leave balance history
- Interpreting the leave balance history
Before you start
Some of the history tracking described in this article will only be relevant to organisations with an add-on subscription to Deputy HR accessing Leave Management+. For more information about the differences, see Interpreting the leave balance history.
Before you can review the history of your leave balances ensure you:
- have an access level of Location Manager or System Administrator
- have configured your leave policies
- have assigned leave entitlements to your team members
- Approved any relevant leave requests
- Approved any relevant timesheets
Accessing an employee's leave balance history
To track the events that have contributed to a team member's leave balance you can view their leave balance history:
1. On the People tab, click on the name of the team member whose leave you wish to review.
2. Select Leave from the left-hand side and then hover over the leave entitlement you wish to review for this team member. Click View details.
Note: not all leave entitlements will appear on this page. Only those leave policies that are assigned to the team member AND have a leave balance will appear under the Leave entitlements header.
3. A page will be displayed that shows:
Balances
This section will show leave balances for this leave policy as:
- Available balance (shows how many hours of leave the team member is entitled to take, taking into account any hours for upcoming approved leave)
- Upcoming leave (shows how many hours of this leave have been approved for this team member to take on a future date)
- Current Balance (shows the number of hours the team member is currently entitled to but does not include any upcoming leave)
How is standard day calculated?
Policy details
An overview of the leave policy configuration is displayed including:
- the amount of leave released
- the rollover or release method and date
History
The History section will provide a list of events that have occurred to contribute to the Current Leave Balance.
What kind of events are tracked in History?
The leave balance history shows:
- Date: the date and time the leave balance event occurred
- Event: What happened to the leave balance and the person who actioned the leave event. If the leave event (either leave accrual or leave taken) is associated with a timesheet then a link to the timesheet will be displayed in purple, allowing you to click on the link and view the timesheet.
- Amount: the amount the leave balance changed by (+ values as leave is added and - values as leave is deducted)
- Balance: the current balance after the leave balance event. Note: the Current balance does not take into account any approved upcoming leave.
Interpreting the leave balance history
Let's look at some events you may see in the team member's leave balance history:
Leave Management - standard policies
If you do not have a Deputy HR subscription and your leave policies are not automatically accruing leave then you will only see historical tracking for events where the manager has manually edited the leave balance.
| Event name | Actioned by | Notes |
| Balance changed manually | Name of manager that manually edited the leave balance | Read more about how managers can manually edit team members' leave balances. |
Leave Mangement+
If you have a Deputy HR subscription and your leave policies are automatically accruing leave then you will see historical tracking for the following events:
| Event name | Actioned by | Notes |
| Leave accrued |
Name of manager that approved the team member's worked timesheet or 'Deputy' if you have timesheets set up to auto-approve. |
This leave accrual will occur when you have configured a leave policy that: Note: The date and time of this event correspond to the team member's worked timesheet being approved by the manager named or Deputy auto-approving the timesheet if set up. |
| Leave taken | Name of manager that approved the team member's leave timesheet |
Leave is only considered 'taken' once the team member's leave timesheet has been approved. Note: The manager approving a leave request only affects the available balance, not the current balance, therefore, leave approvals do NOT appear in the current leave balance history. |
| Revert leave accrued on date specified | Name of manager that unapproved the team member's worked timesheet | This event will only occur when a previously worked timesheet that was approved, and accrued leave based on hours worked, was subsequently unapproved by a manager. |
| Revert leave taken on date specified | Name of manager that unapproved the team member's leave timesheet | This event will only occur when a previous leave timesheet that was approved was subsequently unapproved by a manager. |
| Fixed hours released for a specific date range | Deputy |
This is an automatic action from Deputy that occurs when you have set up a leave policy that releases an amount of leave on a specified date for the team member. Read more about setting up leave policies that release: |
| Fixed hours released for a specific date range (with max balance reached) | Deputy |
Similar to the above event, this is an automatic action from Deputy that occurs when you have set up a leave policy that releases an amount of leave on a specified date for the team member but have set a cap on the amount of leave that can be accrued. Read more about setting up leave policies that: |
| Balance reset | Deputy |
This is an automatic action from Deputy that occurs when you have set up a leave policy that resets the balance on a specific date. Read more about setting up leave policies that: |
| Partial balance rollover | Deputy |
This is an automatic action from Deputy that occurs when you have set up a leave policy that rolls over a partial leave balance on a specific date. Read more about setting up leave policies that: |
| Balance changed manually | Name of manager that manually edited the leave balance | Read more about how managers can manually edit team members' leave balances. |